RFQ194158A purchase and delivery/pickup of water, gas and wastewater plumbing and pipeline supplies, fittings, valves and other accesories and parts on an as needed basis for up to 3 years.

The City of Palo Alto Utilities Department, Water, Gas, and Wastewater Division is issuing Request for Quotation (RFQ) 194158A for the purchase and delivery or pickup of plumbing and pipeline supplies, fittings, valves, and related accessories and parts on an as-needed basis for up to three years. The procurement encompasses miscellaneous water parts, miscellaneous wastewater parts, and other fees across all three contract years, with bidders required to submit pricing for all line items and provide a percentage markup for items in their catalogs not specifically listed. Qualified vendors must maintain a full catalog of available parts, operate a local warehouse within a maximum 50-mile radius of the Municipal Service Center at 3201 E Bayshore Road, Palo Alto, California 94303 (accessible via routes not requiring toll bridge crossings), supply materials within two hours of City notification, and provide 24/7 inventory access for emergency purchases. A mandatory pre-bid conference is scheduled for February 19, 2026, at 9:00 a.m. via Microsoft Teams, with written questions due by February 24, 2026, at 1:00 p.m. and responses provided by February 27, 2026, at 1:00 p.m. Quotations must be submitted electronically through the City's OpenGov portal by March 4, 2026, at 3:00 a.m., and the City intends to award blanket orders of equal value to the two lowest responsive and responsible bidders to ensure adequate material availability. Pricing must be firm and fixed for the initial one-year term with all quotations including applicable federal, state, and local taxes, transportation, and delivery charges on an F.O.B. destination, freight prepaid basis, with payment terms of Net 30 or greater.

The RFQ documentation does not specify set-aside designations or restrictions limiting the types of organizations that can respond, nor does it identify incumbent vendors, current contractors, or disadvantaged enterprise requirements. All contractors must obtain and maintain comprehensive insurance coverage including Workers' Compensation (statutory limits), Employer's Liability (statutory limits), General Liability with minimum limits of $1,000,000 per occurrence and $1,000,000 aggregate, Automobile Liability with minimum limits of $1,000,000 per person and $1,000,000 per occurrence, and Professional Liability of $1,000,000 when applicable, with all policies issued by companies holding AM Best's Key Rating of A-:VII or higher and licensed in California. The City of Palo Alto must be named as an additional insured on all policies except Workers' Compensation, Employer's Liability, and Professional Insurance, and all insurance must include contractual liability endorsements covering the contractor's indemnification agreement with the City. The contract is subject to City Council approval of fiscal year budgets and appropriations, with the City reserving the right to exercise up to two additional twelve-month extensions beyond the initial one-year term and to terminate the agreement with or without cause by providing ten days' written notice. No specific award value or budget range is disclosed in the procurement documents, though the City's intention to award to two vendors of equal value and the three-year term duration indicate a substantial procurement requiring competitive pricing for materials supporting water, gas, and wastewater utility operations.